Agenda of Kaikohe-Hokianga Community Board Meeting

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

The Local Government Act 2002 states the role of a Community Board is to:

(a) Represent, and act as an advocate for, the interests of its community.

(b) Consider and report on all matters referred to it by the territorial authority, or any matter of interest or concern to the community board.

(d) Prepare an annual submission to the territorial authority for expenditure within the community.

(e) Communicate with community organisations and special interest groups within the community.

(f) Undertake any other responsibilities that are delegated to it by the territorial authority

Council Delegations to Community Boards - January 2013

The "civic amenities" referred to in these delegations include the following Council activities:

· Amenity lighting

· Cemeteries

· Drainage (does not include reticulated storm water systems)

· Footpaths/cycle ways and walkways.

· Public toilets

· Reserves

· Halls

· Swimming pools

· Town litter

· Town beautification and maintenance

· Street furniture including public information signage.

· Street/public Art.

· Trees on Council land

· Off road public car parks.

· Lindvart Park – a Kaikohe-Hokianga Community Board civic amenity.

Exclusions: From time to time Council may consider some activities and assets as having district wide significance and these will remain the responsibility of Council. These currently include: The roading network, Hundertwasser toilets, District Library Network, Baysport, the Kerikeri, Kaikohe & Kaitaia Airports, Hokianga Vehicle Ferry, i-Site network, Far North Community Centre, Kerikeri Domain, Kawakawa Heated Swimming Pool, Kaikohe Cemetery, Kerikeri Sports Complex, The Centre at Kerikeri, the Bay of Islands/Hokianga Cycle Trail.

Set local priorities for minor capital works in accordance with existing strategies,

1. Recommend local service levels and asset development priorities for civic amenities as part of the Annual Plan and Long-Term Plan processes.

2. Reallocate capital budgets within the Annual Plan of up to 5% for any specific civic amenity, provided that the overall activity budgetary targets are met.

3. Make grants from the allocated Community Funds in accordance with policy 3209, and the SPARC/Sport Northland Rural Travel fund in accordance with the criteria set by the respective body, and, for the Bay of Islands-Whangaroa Community Board, the power to allocate the Hundertwasser Donations Account.

4. Provide comment to council staff on resource consent applications having significance within the Community, including the provision of land for reserves or other public purposes.

5. To hold, or participate in hearings, as the Council considers appropriate, in relation to submissions pertinent to their community made to plans and strategies including the Long-Term Plan and Annual Plan, and if appropriate recommend decisions to the Council.

6. To hold hearings of submissions received as a result of Special Consultative Procedures carried out in respect of any matter other than an Annual or Long-Term Plan and make recommendations to the Council.

7. Where recommended by staff to appoint management committees for local reserves, cemeteries, halls, and community centres.

8. To allocate names for previously unnamed local roads, reserves and other community facilities, and recommend to Council name changes of previously named roads, reserves, and community facilities subject to consultation with the community.

9. To consider the provisions of new and reviewed reserve management plans for recommendation to the Council in accordance with the Reserves Act 1977 and hear or participate in the hearing of submissions thereto, as considered appropriate by the Council.

10. To provide recommendations to the Council in respect of applications for the use and/or lease of reserves not contemplated by an existing reserve management plan.

11. Prohibit the use of skateboards in specified locations within their communities, in accordance with Council’s Skating Bylaw 1998.

12. Recommend new bylaws or amendments to existing bylaws.

13. Prepare and review management plans for local cemeteries within budget parameters and in a manner consistent with Council Policy.

14. Exercise the following powers in respect of the Council bylaws within their community:

a. Control of Use of Public Spaces – Dispensations on signs

b. Mobile Shops and Hawkers – Recommend places where mobile shops and/or hawkers should not be permitted.

c. Parking and Traffic Control – Recommend parking restrictions, and areas where complying camping vehicles may park, and consider and grant dispensations in accordance with clause 2007.2

d. Public Places Liquor Control – Recommend times and places where the possession or drinking of alcohol should be prohibited.

e. Speed Limits – Recommend places and speed limits which should be imposed.

15. To appoint Community Board members to speak on behalf of their community in respect of submissions or petitions.

16. Specific to the Bay of Islands-Whangaroa Community Board – consider any recommendations of the Paihia Heritage Working Group and make appropriate recommendations to Council on the development of a draft Plan Change and a Section 32 analysis on heritage provisions for Paihia.

17. To set schedule of meeting dates, times and venues, subject to the meetings not conflicting with meetings of the Council and satisfying the provisions of the Local Government Official information and Meetings Act 1987.

18. To review all proposed public art projects on a project-by project basis to ensure they comply with policy #5105 Art in Public Places, including approval of the aesthetic appearance, maintenance programme, insurance and appropriate location, and to agree to their installation.

19. In respect of applications from food establishments for permission to establish tables and chairs on a public place, i.e. Alfresco dining in accordance with Policy 3116, to consider and decide on any application which does not meet all criteria of the policy, and any application which staff recommend to be declined.

20. Subject to a report from the appropriate managers and the appropriate budgetary provision, to make decisions in respect of civic amenities including the levels of service, and the provision or removal of an amenity not provided for elsewhere in these delegations.

Terms of Reference

In fulfilling its role and giving effect to its delegations, Community Boards are expected to:

1. Comment on adverse performance to the Chief Executive in respect of service delivery.

2. Assist their communities in the development of structure plans, emergency management community response plans, and community development plans.

3. Assist their communities to set priorities for Pride of Place programmes.

4. Have special regard for the views of Maori.

5. Have special regard for the views of special interest groups, e.g. disabled, youth, aged, etc.

6. Actively participate in community consultation and advocacy and keep Council informed on local issues.

7. Seek and report to Council community feedback on current issues by:

a. Holding a Community forum prior to Board meetings

b. Varying the venues of Board meetings to enable access by members of the community

8. Monitor and make recommendations to Council to improve effectiveness of policy.

9. Appoint a member to receive Annual Plan\Long Term Council Community Plan submissions pertinent to the Board area, attend hearings within the Board area, and attend Council deliberations prior to the Plan adoption.

Protocols

In supporting Community Boards to fulfil their role, the Council will:

1. Provide appropriate management support for the Boards.

2. Organise and host regular workshops with the Community Boards l to assess the 'State of the Wards & District' to establish spending priorities.

3. Prior to decision-making, seek and include 'Community Board views' in Council reports in relation to:

a. the disposal and purchase of land

b. proposals to acquire or dispose of reserves

c. representation reviews

d. development of new maritime facilities

e. community development plans and structure plans

f. removal and protection of trees

g. local economic development initiatives

h. changes to the Resource Management Plan

4. Organise and host quarterly meetings between Boards, the CEO and senior management staff.

5. Prepare an induction/familiarisation process targeting new members in particular early in the term.

6. Support Board members to arrange meetings with local agencies and service clubs to place more emphasis on partnerships and raising profile of the Boards as community leaders.

7. Permit Board chairperson (or nominated member) speaking rights at Council meetings.

8. Help Boards to implement local community projects.

9. Arrange for Infrastructure and Asset Management Staff to meet with the Community Boards in September each year to agree the capital works for the forthcoming year for input into the Annual or Long-Term Plan.

10. Provide information.

KAIKOHE-HOKIANGA COMMUNITY BOARD MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Kelly van Gaalen	No form received
Louis Toorenburg	No form received
Alan Hessell	Nil	Nil	Nil	Nil
Laurie Byers	Kaikohe Golf Club
	Kaikohukohu Trust
	North Point Trust
	Patron Bay of Islands Hockey
Emma Davis	Secretary	Pompallier Hokianga Trust	Council Funding	Decide at the time to withdraw and/or abstain
	Trustee	Raiatea Resource Centre	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Rawene Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Committee Member	Kohukohu Hall	Council Funding	Decide at the time to withdraw and/or abstain
	Member of teaching staff	Broadwood Area School	Council Funding	Decide at the time to withdraw and/or abstain
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
Moko Tepania	Teacher	Te Kura Kaupapa Māori o Kaikohe.	Potential Council funding that will benefit my place of employment.	Declare a perceived conflict
	Chairperson	Te Reo o Te Tai Tokerau Trust.	Potential Council funding for events that this trust runs.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Te Rarawa	As a descendent of Te Rarawa I could have a perceived conflict of interest in Te Rarawa Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga o Whaingaroa	As a descendent of Te Rūnanga o Whaingaroa I could have a perceived conflict of interest in Te Rūnanga o Whaingaroa Council relations.	Declare a perceived conflict
	Tribal Member	Kahukuraariki Trust Board	As a descendent of Kahukuraariki Trust Board I could have a perceived conflict of interest in Kahukuraariki Trust Board Council relations.	Declare a perceived conflict
	Tribal Member	Te Rūnanga ā-Iwi o Ngāpuhi	As a descendent of Te Rūnanga ā-Iwi o Ngāpuhi I could have a perceived conflict of interest in Te Rūnanga ā-Iwi o Ngāpuhi Council relations.	Declare a perceived conflict

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

MINUTES OF
Kaikohe-Hokianga Community Board Meeting
HELD AT THE Council Chamber, Memorial Avenue, Kaikohe
ON Wednesday, 7 July 2021 AT 10.30 am

PRESENT: Chairperson Mike Edmonds, Member Emma Davis, Member Louis Toorenburg, Member Kelly van Gaalen, Member Alan Hessell, Member Laurie Byers, Member John Vujcich, Member Moko Tepania

STAFF PRESENT: Kathryn Trewin (Funding Advisor), Marlema Baker (Meeting Administrator)

1 NGā WHAKAPāHA ME NGā PāNGA MEMA / Apologies and conflicts of Interest

Apologies received from Member Tepania for early departure.

2 Public Forum

Shaun Reilly

· Roadside mowing at the end of station road needs to be done properly.

· Ohaeawai/Taiamai thank the Community Board for their support but the Te Mania Drive signage is still not up and the community would like that expedited.

3 Speakers

Funding Applications:

· Bo-Deane Stephens representing Hush Dance Studio – item 6.2a refers

Member Moko Tepania left the meeting at 10:54 am

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 6.1 document number A3052585, pages 12 - 18 refers

Resolution 2021/51

Moved: Chairperson Mike Edmonds

Seconded: Member Emma Davis

That the Kaikohe-Hokianga Community Board confirms the minutes of their meeting held 2 June 2021 as a true and correct record.

Carried

4.2 UPLIFTING Item of Business Left to Lie – Kaikohe-Hokianga Footpath Programme

Resolution 2021/52

Moved: Member John Vujcich

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board resolve to discuss Kaikohe-Hokianga Footpath Programme that was left to lie at the June 2, 2021 meeting.

Carried

4.3 Kaikohe-Hokianga Footpath Programme

\Resolution 2021/53

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board :

a) expresses bitter dissappointment at the Northland Transport Alliance’s failure to hold a workshop with the Community Board, failure to follow delegation and to communicate fully why the workshop wasn’t held.

b) requests the Chief Executive urgently arrange a workshop with Northland Transport Alliance and the Community Board to deal with the time-sensitive Kaikohe-Hokianga Footpath Program for Kaikohe.

Carried

4.4 Item of Business not on the agenda which cannot be delayed – Pohutukawa Trees along the Opononi Esplanade

Resolution 2021/54

Moved: Member Alan Hessell

Seconded: Chairperson Mike Edmonds

That the Kaikohe-Hokianga Community Board: resolves to

a) consider the item not on the agenda Opononi Pohutukawa Trees

b) notes the item was not on the agenda because the Community Board where unaware that the task had not been completed by Council; and

c) the report cannot be delayed because the trees are notable and their health is at risk.

Carried

4.5 Opononi Esplanade Pohutukawa Trees

Resolution 2021/55

Moved: Member Alan Hessell

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board:

a) reminds the CEO of our motion dated 7/04/2021 regarding the Pohutukawa trees.

b) requests information on the progress and urgent action to protect the trees.

c) Delegate authority to member Hessell to request an onsite meeting through the CEO.

Carried

5 Reports

5.1 Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 May 2021

Agenda item 7.1 document number A3254049, pages 19 - 22 refers

Resolution 2021/56

Moved: Member Louis Toorenburg

Seconded: Member Alan Hessell

That the Kaikohe-Hokianga Community Board receives the report Kaikohe-Hokianga Statement of Community Board Fund Account as at 31 May 2021.

Carried

5.2 Funding Applications

Agenda item 7.2 document number A3247177, pages 23 - 40 refers

Resolution 2021/57

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

5.2a) That the Kaikohe-Hokianga Community Board approves the sum of $xxx (plus GST if applicable) be paid from the Board’s Community Fund account to Hush Dance Studio for costs towards Dance Showcase and Dinner to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Carried

Resolution 2021/58

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

5.2b) That the Kaikohe-Hokianga Community Board approves the sum of $425 (plus GST if applicable) be paid from the Board’s Community Fund account to Okaihau Community Association for costs towards town signage repair to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Carried

6 Resolution to Exclude the Public

Resolution 2021/59

Moved: Member Kelly van Gaalen

Seconded: Member Alan Hessell

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

5.2a – Funding Applications

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.

s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority.

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7.

Carried

Resolution to Readmit the Public

Resolution 2021/60

Moved: Chairperson Mike Edmonds

Seconded: Member John Vujcich

That the Kaikohe-Hokianga Community Board moves out of Public Excluded and into Ordinary meeting.

Carried

5.2 Funding Applications Continued

Resolution 2021/61

Moved: Member Kelly van Gaalen

Seconded: Member John Vujcich

5.2a) That the Kaikohe-Hokianga Community Board approves the sum of $1550 (plus GST if applicable) be paid from the Board’s Community Fund account to Hush Dance Studio for costs towards the Dance Showcase and Dinner to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

Carried

6.3 Project Funding Reports

Agenda item 7.3 document number A3256004, pages 41 - 53 refers

Resolution 2021/62

Moved: Member Louis Toorenburg

Seconded: Member Laurie Byers

That the Kaikohe-Hokianga Community Board note the project reports received from:

a) Life Education Trust

b) Niniwa Collective

c) Volunteering Northland

Carried

7 tE kAPINGA hUI / Meeting Close

The meeting closed at. 11:51 am

The minutes of this meeting will be confirmed at the Kaikohe-Hokianga Community Board Meeting held on 4 August 2021.

...................................................

CHAIRPERSON

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

7 NGA PŪRONGO / Reports

7.1 Funding Applications

File Number: A3296323

Author: Kathryn Trewin, Funding Advisor

Authoriser: Ana Mules, Team Leader - Community Development and Investment

Take Pūrongo / Purpose of the Report

This report summarises applications for Local Community Grant funding to enable the Kaikohe-Hokianga Community Board to determine which application/s will receive funding at the 4 August 2021 meeting.

WhakarĀpopoto matua / Executive Summary

· 4 new applications for funding have been received, requesting a total of $18,326

· An application the Board has requested for funding previously granted by resolution is also in this report.

· At time of writing, the amount of funding for the Community Board for the 2021/22 financial year is not available.

· It has been indicated that the amount of funding for the Board to grant will increase by 25% on the 2020/21 financial year.

· It has also been indicated that the Boards will also have $100,000 for placemaking funding to grant in the 2021/22 financial year.

tŪtohunga / Recommendation

7.2a) That the Kaikohe-Hokianga Community Board approves the sum of $4316 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Community Education Trust for costs towards Walks of the Hokianga publication to support the following Community Outcomes:

i) Communities that are healthy, safe, connected and sustainable

ii) Proud, vibrant communities

tŪtohunga / Recommendation

7.2b) That the Kaikohe-Hokianga Community Board approves the sum of $3235 (plus GST if applicable) be paid from the Board’s Community Fund account to Hokianga Country Music Festival for costs towards 2021 Hokianga Country Music Festival to support the following Community Outcomes:

iii) Communities that are healthy, safe, connected and sustainable

iv) Proud, vibrant communities

tŪtohunga / Recommendation

7.2c) That the Kaikohe-Hokianga Community Board approves the sum of $1000 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards Māori Warden monitoring of Penney Cres parking to support the following Community Outcomes:

v) Communities that are healthy, safe, connected and sustainable

vi) Proud, vibrant communities

tŪtohunga / Recommendation

7.2d) That the Kaikohe-Hokianga Community Board approves the sum of $9775 (plus GST if applicable) be paid from the Board’s Community Fund account to Kaikohe and Districts Sportsville for costs towards a Kaikohe heated pool feasibility study to support the following Community Outcomes:

vii) Communities that are healthy, safe, connected and sustainable

viii) Proud, vibrant communities

tŪtohunga / Recommendation

7.2e) That the Kaikohe-Hokianga Community Board amends their resolution of 2 June 2021 and approves the sum of $4724.16 (plus GST if applicable) be paid from the Board’s Community Fund account to Far North District Council for travel costs towards three students attending Outward Bound in association with the Mayors Taskforce for Jobs. to support the following Community Outcomes:

ix) Communities that are healthy, safe, connected and sustainable

x) Proud, vibrant communities

7.2f) That the Kaikohe-Hokianga Community Board further directs the balance of funding initially set aside (but not required) for the Outward Bound students be added to the funds set aside for Rural Travel Funding in the amount of $1275.84.

1) TĀhuhu kŌrero / Background

Each application has been checked by staff for completeness and complies with the conditions of the Community Grant Policy, Community Outcomes as stated in the LTP and all provisions listed on the application form.

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Applicant	Project	Requested	Recommended	Comments	Community Outcome(s)	Type
7.2a) Hokianga Community Education Trust	Walks of the Hokianga Publication	$4316 46%	$4316 46%	The applicant is updating a publication outlining the walks of the Hokianga. They have engaged locals to prepare the document, as well as updating it to include local history and information. Funding has also been granted by Creative Communities towards this project.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development
7.2b) Hokianga Country Music Festival	2021 Hokianga Country Music Festival	$3235 (6%)	$3235 (6%)	This applicant is asking for assistance to cover ferry and band costs for this annual event, which has been running for 20 years. This application was received after the Events Investment fund closed for applications.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Event
7.2c) Kaikohe and Districts Sportsville	Māori Warden carpark monitoring	$1000 (50%)	$1000 (50%)	Longstanding issues at Penney Cres with inconsiderate parking by drivers using the Lindvart Park sports fields has been mitigated with the assistance of Māori Warden supervision. Sportsville is asking for assistance to cover these costs.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development
7.2d) Kaikohe and Districts Sportsville	Heated Pool Feasibility Study	$9775 (50%)	$9775 (50%)	The community currently uses the pool at Northland College, which is aging, only available in summer and unlikely to be replaced when it reaches its end of life. Sportsville would like to undertake a feasibility study to consider a new pool as part of a multi-sport complex development at Lindvart Park.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Infrastructure
7.2e) Far North District Council	Outward Bound Participants	$6000	$4724.16	The Board granted up to $6000 to cover the costs of applicants to attend Outward Bound in association with the Mayors Taskforce for Jobs at their meeting in June 2021. At the July 2021, the Board requested an application form to support the resolution.	i) Communities that are healthy, safe, connected and sustainable ii) Proud, vibrant communities	Community Development

Take Tūtohunga / Reason for the recommendation

The applicant was required to complete a standard application form and provide supporting information.

For each application, the Board has three options.

Option 1 Authorise funding for the full amount requested

Option 2 Authorise partial funding

Option 3 Decline funding

Each application has been assessed and meets the criteria of the Community Grant Policy, Community Outcomes as listed in the LTP, and the conditions listed on the application form.

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy

Āpitihanga / Attachments

1. Pages from KHCB - Application - Hokianga Community Educational Trust - A3296376 ⇩

2. Pages from KHCB - Application - Hokianga Country Music Festival - A3298950 ⇩

3. Pages from KHCB - Application - Kaikohe and Districts Sportsville - Maori Wardens - A3298949 ⇩

4. Pages from KHCB - Application - Kaikohe and Districts Sportsville - Pool Feasibility Study - A3298946 ⇩

5. Pages from KHCB - Application - Outward Bound - A3300057 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	This report does not have district-wide relevance.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water. State the possible implications and how this report aligns with Te Tiriti o Waitangi / The Treaty of Waitangi.	No implications for Māori in relation to land and/or water.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	Considered in the application.
State the financial implications and where budgetary provisions have been made to support this decision.	Budgetary Provision has been made and the grant is allocated in accordance with the Community Grant Policy.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

7.2 Project Funding Reports

File Number: A3296412

Author: Kathryn Trewin, Funding Advisor

Authoriser: Ana Mules, Team Leader - Community Development and Investment

Take Pūrongo / Purpose of the Report

Recipients of funds from the Community Board’s Local Grant Fund must complete and submit a project report no later than two months after the completion of their project.

tŪtohunga / Recommendation

That the Kaikohe-Hokianga Community Board note the project reports received from:

a) Jacman Entertainment - Hullabaloo

b) Kaikohe Rugby Football and Sports Club – Mitre 10 Televised Game

c) Kaikohe Rugby Football and Sports Club – Consents for Lights

1) TĀhuhu kŌrero / Background

Clause 15 of the Community Grant Policy states that: “At the completion of a project that received community funding, recipients are required to complete a Project Report. These reports must be received no later than two months after the completion of the project, or, if the activity is ongoing, within two months of the funding being spent. Recipients who do not complete this form are ineligible for Council funding for a period of five years.”

2) matapaki me NgĀ KŌwhiringa / Discussion and Options

Copies of the project reports are attached for the Board’s information. Should Board members have concerns or issues with these reports, these should be discussed at this part of the meeting.

Take Tūtohunga / Reason for the recommendation

To receive the project reports from funding applicants in accordance with the Community Grant Policy.

3) PĀnga PŪtea me ngĀ wĀhanga tahua / Financial Implications and Budgetary Provision

There are no financial implications or budgetary requirements.

Āpitihanga / Attachments

1. Pages from KHCB - Project Report - Jacman Entertainment Limited (Hullabaloo Children's Arts Festival - Outreach Programme) - A3296401 ⇩

2. Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Community Grant Fund - Local Televised Mitre 10 Cup Game) - A3296402 ⇩

3. Pages from KHCB - Project Report - Kaikohe Rugby Football & Sports Club Inc. (Local Consents for Playing Lights) - A3296407 ⇩

Hōtaka Take Ōkawa / Compliance Schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

He Take Ōkawa / Compliance Requirement	Aromatawai Kaimahi / Staff Assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	Community Grant Policy.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each Community Board to confirm the funding that they allocated has been spent correctly.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming the project reports. Any implications on Māori arising from matters included in project reports should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities).	This report is asking for the project reports to be approved, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

8 NGĀ PŪRONGO TAIPITOPITO / Information Reports

8.1 Kaikohe Civic Hub Working Party update

File Number: A3270160

Author: Bill Lee, Special Projects Manager - Te Hono

Authoriser: Darren Edwards, General Manager - Strategic Planning and Policy

TAKE PŪRONGO / Purpose of the Report

To provide the Kaikohe-Hokianga Community Board with an update on the Civic Hub Working Party.

WHAKARĀPOPOTO MATUA / Executive SummarY

A working party was formed under the Strategy and Policy Committee to advance the development of a Civic Hub with stage 1, the building of a new library as the priority.

The Kaikohe Civic Hub Working Party (KCHWP) has commissioned a study to assist with the formation of a recommendation to Council.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board receive the report Kaikohe Civic Hub Working Party update.

tĀHUHU KŌRERO / Background

During the 2018-28 Long Term Plan Council consulted on a Civic and Community Hub, including Library. To incorporate the wider community facilities, Council needed partnerships and external funding of around $20 million. While the partnerships developed, despite all good intentions and a significant amount of work, we were unable to secure the further funding.

Council has decided to advance the Civic Hub including library build and at the 23 March Strategy and Policy Committee, endorsed the creation of the KCWHP to determine site and scope. The KCHWP has 4 Elected Members (with voting rights) and 2 community representatives along with 2 staff. Funding for the Civic Hub and Library was carried over into the first 3 years of the 2021-31 Long Term Plan.

The principal purpose of the KCWHP is to work in a collaborative manner with the community, in reviewing options for building a civic hub in Kaikohe and supporting Council to deliver the project. Phase 1 is the building of a new library facility, however, the KCWHP needs to consider it in the wider context of enhancing Broadway and the surrounding linkages.

The KCHWP held 3 meetings during the 2020/21 financial year and has commissioned a study that will be undertaken by Ākau, which is discussed below.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

The Kaikohe study / research work commissioned by the Kaikohe Civic Hub Working Party comprises 3 pieces of interlinked work. The studies are expected to be completed by the end of October 2021. These are set out below.

1. Kaikohe Masterplan – To take a big picture overview of Kaikohe township and develop a masterplan of current and future opportunities. The starting point for the masterplan will be the Waka Kotahi Township Plan, Community Plans and other planning documents developed for Kaikohe. The plan will locate and map existing projects and identify next potential projects for development and funding.

2. Broadway Concept Plan – The purpose of this plan is to consider the issues, opportunities linked to the main street of Kaikohe and how it connects to both current key spaces and future priorities as identified in the Masterplan. The issues being considered, but not restricted to, are user experiences (vehicle, cycling, pedestrians), important sites, connections to side streets, heavy vehicle bypass and parking. Consultation and engagement will be a key component for this study and the concept plan that emerges.

3. Civic Hub Site Assessment – Assesses the suitability of potential sites for the Civic Hub (Library as phase 1) within the context of the 2 previous studies. Assessment will lead to a high level spatial plan testing how the site would work, and any other projects needed to facilitate the development. The study will also identify drivers so that design reflects Kaikohe identity.

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

Budget provision for the Kaikohe Civic Hub (including Library) has been allocated in years 1 to 3 of the 2021-31 Long Term Plan.

Āpitihanga / Attachments

Nil

Kaikohe-Hokianga Community Board Meeting Agenda

4 August 2021

8.2 Community and Customer Services Activities - 6 monthly report

File Number: A3294184

Author: Jacine Warmington, Manager - Community and Customer Services

Authoriser: Dean Myburgh, General Manager - District Services

TAKE PŪRONGO / Purpose of the Report

The purpose of the report is to provide information to the Kaikohe-Hokianga Community Board for the community and customer service activities including Libraries and Museum, i-SITEs, Customer Care (Service Centres, Contact Centre), Housing for Elderly tenancy, Event applications and Cemeteries plots and burials.

WHAKARĀPOPOTO MATUA / Executive SummarY

This information-only report is provided by way of an update to Community Boards every six months.

TŪTOHUNGA / Recommendation

That the Kaikohe-Hokianga Community Board receive the report Community and Customer Services Activities - 6 monthly report.

tĀHUHU KŌRERO / Background

Statistical information in relation to the Community and Customer Services Department of the District Services Group is provided to the Kaikohe-Hokianga Community Board giving an overview of activity and performance for the months of January to June 2021 for the Kaikohe-Hokianga area.

MATAPAKI ME NGĀ KŌWHIRINGA / Discussion and Next Steps

Contact Centre

When comparing stats against the same time last year, it needs to be considered that, for six weeks from the end of March 2020 to mid-May 2020, NZ was in lockdown due to Covid-19 halting building inspections and halving customer contact via phone and requests for service.

Customer Interactions district-wide for the six months ending June 2021 totalled 84,165 which is a 21.6% increase (up from 69,206) on the same six months in the previous year. These interactions included Phone calls: 41,787, AskUs emails: 19,112, Requests for Service: 13,822, and Booking Building Inspections: 4,291 (a 45.7% increase).

The spike in AskUs Emails in February 2021 was caused by a technology error which caused thousands of "no response required' emails to drop into the inbox, which had to be manually deleted.

The use of the after-hours service is holding steady at approximately 4,000 calls over the six-month period for both years.

District-wide the top two issues that customers contacted Council about were Rates: 21,435 (including payments, account balance queries, and direct debits)) and Building 13,211 (includes booking building inspections).

Service Centres

The Covid-19 lockdown halted face-to-face interactions for 6 weeks last year as indicated in the data for April and May 2020. However, overall, the total walk-ins for January to June both years remains the same.

There is a new Customer Experience Programme which is in its early stages of receiving customer feedback, but the early indicators are that the service centres district-wide are consistently high performing and meeting the needs of customers.

Kaikohe Library

Library staff have made a strong connection with local community identities, inviting firemen, tradesmen and leaders in, so that local children have the opportunity to meet them. This initiative has been well supported by local families.

An ongoing seed exchange and purapura pai is also in place, having been kicked off to mark the start of Matariki. The seed exchange, in particular, has proven to be popular with locals. A partnership was developed with the Department of Corrections, who provided labour, sourced materials and built 50 seed planters that were free to the community as a Matariki initiative.

New and ongoing programming has been well attended, in particular the weekly robotics and Minecraft sessions for school-aged children.

A monthly whanau coffee morning has been established, with locals turning up for a cup of tea and meeting local business people.

The elimination of fines on overdue child and teen books has led to a sharp increase in borrowing. Over the year that the change has been in place, borrowing in this age group has increased by 75%.

Hokianga i-SITE

Overall visitor numbers have been strong with New Zealander’s discovering this area. Good sales have been made for Hokianga Express, Mānea Footprints of Kupe and Footprints Waipoua. The area is proving to be popular with New Zealanders who enjoy nature especially the Dunes and Tāne Mahuta.

Retail is doing well with good support from both locals and New Zealanders purchasing product.

There is a shortage of accommodation in the area but now i-SITEs can book B & B’s so this will help with the demand.

The i-SITEs have taken over the bookings for the Twin Coast Cycle Trail. The staff have participated in a famil to see how transportation between sites works and to familiarise themselves with the accommodation, so they are able to better inform customers.

i-SITEs are participating in a new initiative from Tourism New Zealand called Trees that Count. People can donate $10 towards planting a tree. The goal is to plant 1,500 trees this year.

Events on Council Reserves and other Council Managed Spaces

Permits are issued to applicants for the use of Councils open spaces for many kinds of activities such as weddings, family picnics, sporting events, circuses, fairs and large community events.

From January to the end of June, 28 events were successfully held across the district. The move to COVID19 level 2 in February and March resulted in some large events been cancelled.

Events on Council property across the district can now be applied for online. This is in line with Council’s move to more online services enabling customers to be able to help themselves, where and when they need to. The following link is available on Council’s website:

https://www.fndc.govt.nz/Our-Facilities/Parks-playgrounds-and-reserves/Book-a-Park-Reserve-or-Open-Space

Cemeteries - Sexton Services

Council manages the Kaikohe, Kohukohu, Okaihau and Rawene public cemeteries under the legislation of the Burial and Cremation Act 1964 and Far North District Council By-Law 1401-1442.

The Cemeteries and Crematoria Collective Conference was successfully run on 26-27 May 2021 in Rotorua, after it was postponed last year.

The programme included the formation of a Cemeteries and Crematoria Response Team and Emergency Preparedness group. The group will formulate a plan for the provision of specialised assistance for emergency events involving large numbers of fatalities.

A presentation on the sector response to the Christchurch Mosque Attacks & COVID19 showed the importance of working together. The organisation and logistics required for the digging of over 50 graves, and burials which took 3 days to complete were exemplary. It was also a reminder of what we could face should the pandemic take hold in New Zealand.

Plans remain in place for the management the Council run cemeteries during the COVID 19 pandemic.

There has been an increase in the number of ash burials during this period. There are also several ash burials on hold, waiting for families to be able to travel from overseas.

There were 8 full burials and 6 ash burials in the Kaikohe-Hokianga Ward over this period.

There has been an average of 25.5 enquiries per month during the period January – June 2021.

Housing for the Elderly

Council owns and rents out 147 Housing for the Elderly units and bedsits overall.

In the Kaikohe-Hokianga area there are Villages at:

During the period from 1 January – 30 June 2021, three tenancies ended (2x Kaikohe and 1 x Rawene) and three tenancies began (1 x Kaikohe, 1 x Kohukohu and 1 x Omapere). Three tenants (2x Rawene and 1x Omapere) transferred units within the same complex.

There are currently 4 units undergoing refurbishment in Kaikohe, 2 in Rawene, 1 in Omapere and 1 in Waima. Several of these in Kaikohe, Omapere and Waima will be ready to tenant in the coming weeks.

The Healthy Homes regulations come into effect on 1 July 2021, heating and ventilation has been installed in all units. Draft stopping is yet to be completed.

PĀNGA PŪTEA ME NGĀ WĀHANGA TAHUA / Financial Implications and Budgetary Provision

There are no financial implications.

Āpitihanga / Attachments

Nil